Assistant City Clerk

The City of Gardner City Clerk’s Department is seeking a full-time Assistant City Clerk. This position performs professional, administrative work to assist in elections, voter registration and recording of vital records. This position is also responsible for maintaining official municipal records, issuing various licenses and documents and serving as a source of public information on a wide variety of subjects relating to the City.

Duties and Responsibilities:

• Performs a variety of administrative duties requiring a complete knowledge of the City Clerk’s Department.
• Issues birth, death and marriage certificates; prepares registrations and amends records as necessary.
• MaintainsCity records including filing, storage, retrieval and disposal.
• Researches public records and provides information to the public and staff members concerning City Council actions, laws, ordinances, codes, procedures and projects; independently composes responsesto requests for information.
• Periodically compiles agenda items for City Council meetings; prepares and distributes agenda packets and summarizes and publishes agenda information.
• Indexes, processes,copies and distributes, files and certifies copies of ordinances, resolutions, official minutes and other public records; maintains and updates Municipal Code books.
• Prepares and publishes legal and public notices in coordination with City Departments.
• In the absence of the City Clerk, performs the City Clerk duties, such as attends meetings, writes agenda reports, takes and prepares minutes.
• Assists with the preparation of the annual report.
• Provides Notary Public services for City legal requirements, residents, staff and the general public.
• Provides updates of the City Council and City Clerk web page.
• Administersthe oath of office to officials.
• Receives and transmits lawsuits, claims to insurance company and/or the Law Department. Administers the annual Census.
• Assists the City Clerk with conducting all federal, state and local elections.
• Assists the City Clerk with arrangement of each polling site for Election Day activities; delivers absentee ballots to polling places.
• Receives nomination papers, objections, and withdrawalsof candidates for City Elections.
• Files ZBA decisions on requested variances and provides notice of any appeal as required by law.
• Accepts and files definitive sub-division plans and notifies the Planning Board of any appeal as required by law.
• Serves as an Assistant Registrar of Voters.
• Manages the cash turnovers, reconciliation and reporting.
• Oversees the issuance of Business Certificates, raffle permits and dog licenses.
• Assumes contracting/purchasing in the City Clerk’s absence.
• Provides legislative support to at least one City Council standing Committee and serves backup to the Clerk for the Finance Committee.
• Performs similar or related work as required, directed or as situation dictates.
• Serve as and perform all the functions of the position of City Clerk in the absence of the City Clerk.

Qualifications:

Must have:

• Associates Degree or a combination of a High School Diploma or GED and more than five (5) years of proven clerical experience.
• Excellent interpersonal skills.
• At least five (5) years of proven clerical experience in office environment.
• Flexibility to deal with diverse, busy office environments.
• Ability to work effectively with other City Departments, communicate effectively with the general public as well as with City and Commonwealth officials.
• Demonstrated knowledge of current operating systems; competency with Microsoft applications such as word, excel and database operations.
• Possession of a valid driver’s license.
• Must be available to work evening hours on occasion and Saturdays during elections.
• Ability to become a Notary Public.

Thorough knowledge of local, state and federal laws, regulations and procedures relating to the duties and responsibilities of a City Clerk. General knowledge of the organization, operations and procedures of local government. Working knowledge of office administration, record keeping and automated office systems and procedures.

Due to the variety of and access to confidential information processed by the City Clerk’s Office, the Assistant City Clerk must respect and maintain a high degree of confidentiality, discretion and professional protocols.

Job Type: Full-time

Pay: From $45,605.68 per year

Benefits:

• Dental insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan

Schedule:

• 8 hour shift
• Monday to Friday

Ability to commute/relocate:

• Gardner, MA 01440: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Clerical: 5 years (Preferred)

Work Location: In person

Salary : $45,606 - $0